In Teamflect, you can create task groups (sets of tasks) to effectively manage and assign work to employees. Task groups help you organize related tasks for specific scenarios (e.g., onboarding, training) and streamline recurring workflows.
Note: Teamflect provides a default task group so you can easily understand how they work.
Steps to Create a Task Group
Step 1: Visit the Admin Center
Log into the Admin Center at admin.teamflect.com and open the Tasks module.
Step 2: See/Create Task Groups
Click Task Groups to open the management page, where you can view or create task groups.
Step 3: Create a New Task Group
Click New Task Group to open the creation form.
Step 4: Name the Task Group
Give the task group a clear name (only visible to admins, not employees).
Step 5: Add Tasks
After naming the task group, now it's time to create individual tasks.
Click '' + Add task'' and configure the following:
A. Will be assigned by
From this dropdown, choose who will appear as the assigner of the task:
A selected user in the organization → A specific person (e.g., HR, IT).
Manager of the employee → The employee’s manager.
System-assigned → Assigned automatically by Teamflect admins.
B. Will be assigned to
Choose who the task will be assigned to:
Task group owner → The person who owns the task group.
Task group owner’s manager → The owner’s manager.
Choose manually → Pick specific individuals.
Filter by attributes → Assign dynamically based on user attributes (e.g., department, role).
C. Provide task details
Task title → Enter a clear name for the task.
Task description (optional) → Add instructions, links, or context.
Due date → Define when the task is due (e.g., 3 days after creation).
Labels (optional) → Categorize or filter tasks.
Lock for editing → Prevents changes by the assignee.
Checklist (optional) → Add subtasks or smaller steps.
Click Create to add the task. Repeat for each additional task in the group.
💡 Tip: With this setup, each task in a group can be assigned to a different person or role (e.g., HR for paperwork, IT for equipment setup, Manager for introductions), making task groups ideal for cross-functional workflows like onboarding.
Step 6: Allow managers to assign this task group in-app (Optional)
This toggle determines whether managers can assign the task group directly within the app without needing access to the admin center.
That way, managers can easily assign tasks in bulk for onboarding or any other purposes.
Here's what a manager sees when the setting is toggled on for the task groups and they click the ''New Task'' button within the Tasks module:
When the manager clicks ''Create from task group'' they see a list of task sets that are available to them and can select the one for their needs:
Then, they can select the task owners, see the tasks included in the task group, and make the assignment accordingly:
The checkboxes on the right-hand side allow managers to exclude/include any tasks within the task group.
Step 7: Assign the Task Group
Return to the Task Groups list, click Assign, and select the relevant user(s).
Step 8: Select User(s) for the assignment
In the assignment interface, you can manually select the user(s) who should receive the tasks within the group. Choose the appropriate user(s) based on their roles, responsibilities, and availability.
Keep in mind that the same task group can be assigned to the same individuals if needed later on. Simply follow the same steps outlined above.
Once you've selected the user(s), confirm the assignment and the tasks will be assigned accordingly.
By following these steps, you can easily create sets of tasks and assign them to the relevant individuals or managers within your organization. This will help streamline workflow management and ensure that tasks are completed efficiently.
Automating Task Group Assignments
Instead of assigning manually, admins can set automation rules to assign task groups based on hire date or timelines.
Open the Tasks module.
Create or select a task group.
Click Automate.
Configure settings:
Days from hire date
Only assign to logged-in Teamflect users
Time of day
Click Create.
Review or edit automation rules anytime in the Task Groups section.
Want to learn more about automating task group assignments?
Explore our detailed article on How to Automatically Assign Task Groups in Teamflect for step-by-step instructions on setting up automation rules.
Beneficial Use Cases
Use Case 1: New Employee Onboarding
Scenario: Your organization wants to streamline the onboarding process for new hires. You can automatically assign a series of onboarding tasks to employees based on their hire date, ensuring that they receive relevant tasks at the right time.
Solution: Configure the automation to assign onboarding tasks to employees after specific intervals from their hire date. This ensures that new employees receive tasks related to orientation, training, and paperwork, gradually guiding them through the onboarding process.
Use Case 2: Compliance Training
Scenario: Your company must ensure that all employees complete mandatory compliance training within a certain timeframe. Automate the assignment of compliance training tasks to employees based on their hire date or compliance deadline.
Solution: Set up automation to assign compliance training tasks to employees a certain number of days before their compliance deadline. This ensures that employees receive the necessary training and certifications on time, reducing compliance risks.
Use Case 3: Employee Development
Scenario: Your organization values continuous learning and development. Automate the assignment of skill-building tasks to employees at regular intervals, allowing them to enhance their skills and knowledge over time.
Solution: Create task groups that contain skill-building exercises and courses. Then, set up automation to assign these tasks to employees at predetermined intervals. This promotes ongoing professional development.
Use Case 4: Task Prioritization
Scenario: Your company wants to ensure that employees focus on critical tasks first. Automate the assignment of high-priority tasks to employees based on their role or department.
Solution: Use automation rules to assign high-priority tasks to specific teams or individuals as soon as those tasks are created or become due. This ensures that important tasks are addressed promptly.
Use Case 5: Anniversary Celebrations
Scenario: Your organization wants to recognize and celebrate employee work anniversaries. You can automate the assignment of tasks related to anniversary celebrations.
Solution: Set up automation to assign anniversary-related tasks (e.g., sending congratulations messages or organizing celebrations) on the employee's work anniversary. This adds a personal touch and fosters a positive work environment.
Use Case 6: Performance Reviews
Scenario: Your company conducts periodic performance reviews. Automate the assignment of tasks related to self-assessment, goal setting, and feedback collection to streamline the review process.
Solution: Configure automation to assign performance review tasks to employees a specified number of days before their scheduled review date. This ensures that everyone is prepared and engaged in the review process.
Final Thoughts
Creating and automating task groups in Teamflect ensures employees receive the right tasks at the right time. Whether for onboarding, compliance, or development, task groups reduce manual work and improve efficiency by standardizing task delivery across your organization.